CoMotion Labs Operations Coordinator at UW in Seattle, WA

Job description

Job Description CoMotion Labs has an outstanding opportunity for an Operations Coordinator (Administrative Assistant 3 NE S SEIU 925 Non Supv) to join their team. About this Opportunity Reporting to the Director, CoMotion Labs, the Operations Coordinator provides complex administrative and operational support across CoMotion Labs' incubator network. This role ensures smooth space operations, member services, and day-to-day office and site functions. This position also receives operational guidance, work direction, and priority setting from the Life Science Manager. The Operations Coordinator is a key point of contact for members, guests, vendors, and internal partners, playing a critical part in maintaining a welcoming, well-run environment across multiple locations. The right person in this role is comfortable with variety, takes initiative in a fast-moving environment, and brings a consistent customer-service orientation to everything they do. This is a full-time, in-person position based primarily at Fluke Hall, with one scheduled day per week at the Startup Hall – Tech+ location, and additional coverage at other CoMotion Labs sites as operational needs arise. Key Responsibilities Space & Member Experience – 30% Serve as the welcoming primary point of contact at Fluke Hall for members, guests, and visitors; onboard new members and prepare records, communications, access requests, and orientation materials. Operations & Administration – 30% Create and maintain administrative procedures, inventory, and vendor relationships; assist with event logistics; and coordinate, track, and report on department-wide projects and delegated tasks to support efficient operations and UW policy compliance. Communications & Scheduling – 20% Serve as the primary communications point of contact by answering phones, routing emails/voicemails, and resolving routine inquiries about CoMotion Labs services and policies (escalating policy-sensitive matters as needed); manage scheduling, mail processing, and draft internal communications and correspondence on behalf of management. Data, Reporting, & Team Support – 20% Manage member records and department data, generate reports, review documents and applications for accuracy and compliance, maintain and assist with preparation/tracking of contracts and vendor documentation, provide administrative coverage at other CoMotion Labs locations as needed, and perform other duties as assigned. Required Qualifications To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration. Minimum Qualifications Requires High School/GED AND three years of office or administrative support experience. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration. Preferred Qualifications Strong written and verbal communication skills, with proficiency in Microsoft Office and Google Workspace Experience in a university, innovation, or startup environment, including familiarity with UW systems and policies Experience coordinating events and/or managing vendors Comfortable working in ambiguous, fast-changing environments and troubleshooting facilities-related issues Ability to lift up to 40 lbs Experience working in a laboratory, shop, or other technical/regulated environment Working Conditions Full-time, in-person position based primarily at Fluke Hall One scheduled day per week at the Startup Hall – Tech+ location, with additional coverage at other CoMotion Labs sites as operational needs arise Scheduling flexibility required to support events Subject to UW employment policies; classified under the Administrative Assistant series About the Team